Outlook 2024 - emails disappear from server after deleting emails in Outlook

Question

Hi Microsoft community members,

I have been using Outlook 2024 version 16.94.1 (not legacy version) for a month and started to notice copies of emails disappeared in the server after deleting emails in the Outlook inbox. I'm using POP account.

Example of problem: after receiving emails in the Outlook inbox and deleting emails right after, my colleagues could not receive any more emails that I just received and deleted. I have checked "Leave a copy of each message on server" under the account but emails still disappeared from server after I deleted in the Outlook. If I don't delete emails and keep them in the Outlook inbox, the server will hold copies of emails and my colleagues would be able to receive emails.

Does anyone occur this issue before? How do I copies of emails in the server while deleting emails in the Outlook inbox?

Answer 1

Hi @Andy Hsieh

Welcome to our forum!

What is your account? Outlook.com or something else?

Here are a few steps you may want to take:

1. Check your server settings: Go to File>Account Settings>Account Setting>select the POP3 email account>Change>More Settings>Advanced>Under Delivery, check box of the Leave a copy of messages on the server, Make sure that your mail server supports and is properly configured to keep copies. More information: Read POP3 email messages on multiple computers - Microsoft Support 
2. Sync issues: Sometimes there may be a sync delay, wait a few moments before checking messages on other devices
3. Check Deleted Items Folder: It is suggested your colleague finds the deleted messages in Deleted Items folder, and he/she could try recovering the deleted items by going to right-click>Move>Inbox.
4. Search Emails: Your colleague can also try searching for deleted messages by searching for keywords to see if they are in some other folder.

How do I copies of emails in the server while deleting emails in the Outlook inbox?

This can be achieved by ticking the option to "Keep a copy of the message on the server" in the POP account settings, so that even if the message is deleted on one device, the copy will still be retained on the server. However, if the settings are not set properly, synchronization may be problematic.

If possible, consider switching your email account from POP to IMAP. IMAP is designed to keep emails synchronized across multiple devices, which might be more suitable for your needs.

Hope it helps! 

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Answer 2

Hi Joan,

Hope you had a great weekend.

I understand all the points you've mentioned in your message. I think my main problem is that I do not have the function to "retain message on the server for 14 days" in my New Outlook 2024. I've searched all over my New Outlook 2024 and could not locate retaining message on the server in the account settings. I have reported this issue last week via Outlook > Help > Feedback > Report a problem, and have not heard back from the developer.

Is there any way I can add the retaining message on server function or any other way to contact Microsoft Office developers?

Answer 3

Hi Andy,

It sounds like Outlook 2024 isn't honoring the "Leave a copy of each message on the server" setting for your POP account, which is causing emails to be removed from the server once deleted in Outlook.

Here are a few things you can check and try:

Verify Account Settings:

• Go to File > Account Settings > Account Name & Sync Settings
  • Ensure that "Leave a copy of messages on the server" is checked.
    • Also, check if there’s an option like "Remove from server when deleted from Outlook"—if this is checked, uncheck it.
    Try Using IMAP Instead of POP:

    - IMAP keeps emails synced between the server and devices, whereas **POP downloads emails locally** and may remove them from the server.
    
       - If your email provider supports **IMAP**, consider switching.
    
       **Check Outlook Rules & Filters:**
    
          - Sometimes, rules may be set up to remove messages from the server after deletion.
    
          **Test with Another Email Client:**
    
             - Try accessing your email through **webmail or another email client** to see if the same issue persists.
    
             **Outlook Update & Repair:**
    
                - Ensure **Outlook 2024** is updated to the latest version.
    
                   - Run the **Outlook Repair Tool** from **Control Panel > Programs & Features > Microsoft 365 > Modify > Repair**.
    

Let me know if any of these steps help! 😊

Answer 4

Hi Joan,

sorry, it doesn’t help my end.

I really need Microsoft developer to add back the function “retain message in server for certain number of days”. I need it in order to retain messages on server after deleting messages on my New Outlook 2024 Mac otherwise the messages would disappear on server once I deleted on my outlook.

Also my “Import” and “Export” is not functional which means I cannot click it.

is there any way to contact Microsoft developer to add back mu requested functions?